Special Projects and Warranty Coordinator

PROCON; Hooksett (NH); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

401(k) with company match

Paid time off and holidays

Team-oriented workplace culture

Job summary

PROCON, an award-winning architectural and construction management firm in New Hampshire, is seeking a Special Projects and Warranty Coordinator to keep our fast-moving team organized and on track. You will manage paperwork, records, and follow-up so Project Managers and Estimators can focus on pricing and delivering more work.

You will handle warranty administration and coordinate with owners, property managers, and field crews daily, ensuring issues are resolved after a building is finished.

Qualifications

• Minimum 3+ years of administrative or coordination experience in construction.
• Strong organization and follow-through with multiple priorities.
• Polished written communication for professional correspondence.
• Experience with document workflows, version control, and records.
• Proficiency in Outlook, Excel and Word; ability to learn Procore quickly.

Responsibilities

• Support Project Managers and Estimators daily based on priorities set by the Director.
• Log change events and change orders in Procore and keep them current.
• Track and route submittals and RFIs, ensuring responses stay on schedule.
• Help with subcontractor outreach, bid invitations, and proposal collection.
• Prepare meeting notes, action lists, and routine reports.
• Coordinate permits, inspections, deliveries, and site access.
• Serve as Special Projects' main day-to-day contact with both teams.
• Work with Accounting on invoices, purchase orders, change orders, and cost records.
• Gather and route subcontract and insurance paperwork, ensuring certificates are current before work is scheduled.
• Log and track warranty and service requests from first report through completion.
• Route issues to the right trade or project team using documents and warranty terms.
• Schedule inspections, site visits and corrective work, including access to occupied buildings.
• Keep owners, property managers and trade partners updated and escalate issues to the Director.
• Review warranty-related invoices and costs for accuracy before Director approval.
• Track closeout records such as warranties, O&M manuals, as-builts and attic stock.
• Help schedule and document owner training and post-occupancy meetings.
• Manage the Director's calendar for site visits, owner check-ins and closeout activities.
• Maintain clean electronic records and help improve templates and tracking.
• Handle sensitive project, contract, and client information with discretion.

Skills

Organization

Documentation

Communication

Procore

Site visits

Driver's license

Education

Business degree

Construction management

Tools

Outlook

Excel

Word

Procore

Job description

Special Projects and Warranty Coordinator

PROCON is an award-winning architectural and construction management firm with a rich history since 1935. As the largest design and commercial construction company in New Hampshire, we specialize in fully integrated design and construction management services for various sectors, including hospitality, multi-family residential, senior living, commercial/corporate, industrial, athletic, educational, and manufacturing projects throughout the Northeast. At PROCON, we pride ourselves on our unwavering commitment to professionalism in customer service and quality in every aspect of our work. With experience and industry expertise we have built lasting client relationships and consistently deliver hundreds of millions of dollars in design and construction volume annually on time and on budget.

Are you the person who keeps a busy team organized, follows through until every loose end is tied up, and enjoys being the go-between who makes things run smoothly? PROCON is hiring a Special Projects and Warranty Coordinator to keep our fast-moving Special Projects team and our warranty program on track.

You'll work alongside our Director of Warranty & Special Projects as the team's organizer and main point of contact. You'll handle the paperwork, records, and follow-up that let our Project Managers and Estimators focus on pricing and delivering more work.

Most of your time will go to Special Projects: smaller, fast-moving commercial construction jobs. The rest goes to warranty administration, helping owners get issues resolved after a building is finished. You'll work closely with Accounting, Contracts & Insurance, client facilities staff, field crews, and project teams every day.

Full-time

• Support Project Managers and Estimators day-to-day, based on priorities set by the Director
• Log change events and change orders in Procore and keep them current
• Track and route submittals and RFIs, and follow up so responses stay on schedule
• Help with subcontractor outreach, bid invitations, and proposal collection
• Prepare meeting notes, action lists, correspondence, and routine reports
• Help coordinate permits, inspections, deliveries, and site access
• Serve as Special Projects' main day-to-day contact with both teams
• Work with Accounting on invoices, purchase orders, change orders, and cost records
• Gather and route subcontract and insurance paperwork, and confirm subcontractor insurance certificates are current before work is scheduled
• Log and track warranty and service requests from first report through completion
• Route each issue to the right trade, subcontractor, or project team, using project documents and warranty terms
• Schedule inspections, site visits and corrective work, including access to occupied buildings
• Keep owners, property managers and trade partners updated, and escalated disputed or recurring issues to the Director
• Review warranty-related invoices and costs for accuracy before Director approval
• Track closeout records such as warranties, O&M manuals, as-builts and attic stock
• Help schedule and document owner training and post-occupancy meetings
• Manage the Director's calendar for site visits, owner check-ins and closeout activities
• Maintain clean electronic records and help improve our templates and tracking
• Handle sensitive project, contract, and client information with discretion

• 3+ years of administrative or coordination experience (construction administration, project support, accounting support, contract or insurance administration, or warranty/service coordination preferred)
• Strong organization and follow-through, with the ability to juggle competing priorities
• Polished written communication: you can draft professional correspondence and reports
• Comfort working with building owners, property managers, subcontractors, and internal teams
• Experience managing document workflows, version control and records
• Proficiency in Outlook, Excel and Word, and the ability to learn new systems like Procore quickly
• Good judgment about when to handle something yourself and when to escalate
• Discretion with sensitive information
• Ability to visit active construction sites and occupied buildings, and a valid driver's license
• High integrity with sound ethical judgment
• Takes ownership and follows through on responsibilities
• Positive, solution-oriented mindset and resilient attitude
• Works well in teams with strong communication skills
• Open to innovation and continuous improvement

A degree in business or construction management, Procore experience, construction accounting, contracts or insurance support, and familiarity with closeout, warranties, multifamily projects, bids, or purchase orders are all a plus, but not required.

We offer a collaborative, supportive environment where employees are encouraged to learn, grow, and build rewarding careers.

• 401(k) with company match
• Paid time off and holidays
• A supportive, engaging workplace culture focused on teamwork and excellence.

All your information will be kept confidential according to EEO guidelines.

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